Who this notice covers
MendDock provides maintenance coordination software for property management companies, their teams, tenants, and assigned vendors. Contact us at hello@menddock.com about this notice. Your property management company controls its workspace and decides which maintenance records and team assignments it puts into MendDock.
Information used by the service
The service processes account and company contact details, property and unit information, team roles and property assignments, maintenance descriptions, tenant contact details, entry-permission selections, uploaded files, appointment details, vendor updates, and request history. It also uses subscription identifiers, payment status, security and delivery logs, and preferences needed to operate the service. Stripe handles payment card entry; the MendDock application does not provide a place to enter full card details.
How information is used and shared
Information is used to authenticate accounts, route and manage requests, coordinate appointments, send transactional messages, provide customer support, process subscriptions, and investigate service or security problems. Company admins can access their company workspace. Other team members are limited by their assigned roles and property access. Assigned vendors receive the work-order information needed to coordinate a repair. Email recipients may retain copies outside MendDock.
MendDock uses service providers for hosting (Vercel), authentication/database/file storage (Supabase), transactional email (Resend), payments (Stripe), and AI-assisted maintenance triage (OpenAI). The triage workflow can process maintenance text to suggest categories, urgency, and summaries. People must review those suggestions. Avoid including unnecessary sensitive information, identity documents, medical details, passwords, or financial account numbers in maintenance submissions.
Demo enquiries
When you request a demonstration, we collect your name, reply email, company name and approximate unit-count range. You may optionally provide your current tools, preferred meeting window and a workflow question. These details are saved as a sales enquiry in the same private support inbox described below. We use them to respond to your request and arrange the demonstration. Submitting the form does not book a calendar event, create a customer account, start billing or enroll you in a newsletter. We do not send an automatic email to an arbitrary visitor-supplied address. John replies separately to agree on a time. Do not submit resident information or confidential work-order links in this form.
Website support and abuse prevention
When you use the support form, MendDock stores your name, reply email, optional company name, selected topic, message, submission reference and handling status in a private support inbox for designated MendDock platform operators. Customer Company Admins cannot read other visitors’ support messages. Operator notification emails contain a reference and inbox link rather than your message or contact details. Your reply address is supplied by you and may require separate identity verification before we can discuss private account or company information.
Support messages and demo enquiries are used to answer your question, investigate the issue and maintain a record of handling. Marking a message resolved does not automatically delete it. For a correction or deletion request, contact hello@menddock.com; operational or legal reasons may affect what can be removed.
Demo, support and confirmation-email forms use keyed hashes derived from an email address and, when available from the hosting platform, a client network address to limit repeated submissions. The abuse-counter table stores those hashes rather than raw network addresses. A daily cleanup removes counters whose window started more than 48 hours earlier. Hosting and email providers may maintain separate security or delivery logs under their own practices.
Private status links, activity and diagnostics
Request-specific private links let their holders view a limited maintenance status page, send follow-ups and see photos selected for sharing. Keep those links confidential. The service records changes to company and maintenance data in a property-scoped activity log. Minimal account and workspace milestones help the platform owner understand setup and first-use progress.
First-party error diagnostics record an application area, error category, count and time, not passwords, private link tokens, resident messages or session recordings. Browser diagnostics are accepted only for signed-in accounts. Application health checks and error counts are retained for 30 days. Operational alerts are sent to designated MendDock platform operators, not to other customer companies. A separate GitHub workflow checks a public application health endpoint and records only operational pass/fail information, not maintenance records or support messages.
Cookies and device storage
Authentication uses session storage mechanisms such as cookies. The website saves a light/dark theme preference in browser storage and may save a confirmation-resend countdown timestamp in session storage. The countdown entry does not contain an email address or private link token. Disabling necessary cookies can prevent sign-in and account recovery from working correctly. Demo form contents are not saved in browser storage or placed in the page URL by this feature.
Retention and requests
Maintenance records are retained for the operation of the workspace until they are removed under the available controls or an applicable retention process. Some information may remain in backups, security logs, email systems, or billing records for operational or legal reasons. Removal from the app does not recall messages already delivered to a recipient.
Tenants should normally contact their property management company first about access to or correction of maintenance records. Account holders can update their profile, email preferences and optional two-step verification in My account. Company Admins can export selected company records and request workspace deletion through Data & workspace requests; deletion requires identity and billing checks. For access, correction, export, or deletion requests that cannot be completed in the app, contact hello@menddock.com. We may need to verify your identity and coordinate with the company responsible for the workspace. Rights and exceptions depend on applicable law.
Security and changes
The application uses account authentication, role/property access controls, and private file access controls. No online service can promise absolute security or uninterrupted availability. Keep account credentials and private links confidential, and report suspected unauthorized access promptly. This notice may be updated as the service changes; the date above identifies this version.